MEP Preventive Maintenance Annual Budget Calculator
Build the yearly budget for scheduled maintenance from the assets you actually have: how many of each, how often they are serviced, how long each visit takes and what the labour costs — then the consumables, OEM service fees and the spares allowance you choose. No percentage of capital cost, no hidden contingency.
- Expansion
- Renovation
- Operating cost
What this tool estimates
The yearly cost of the scheduled preventive maintenance you describe — labour by asset row, plus consumables, OEM service fees and an explicit spares allowance — with the scope and the exclusions stated beside the total.
What it cannot decide
- How often each asset should be serviced — that comes from the OEM manuals, the duty and your maintenance plan.
- The cost of breakdowns, emergency call-outs or the losses a breakdown causes.
- Which statutory inspections and tests apply to your installation — confirm them with the authorities.
- Any response time or uptime: a budget for scheduled visits is not a service-level commitment.
- Replacement of equipment at the end of its life — that is capital expenditure.
Result
| Asset | Asset-visits / year | Hours / year | Labour / year | Share |
|---|
In this budget
Not in this budget
| Change | Budget / year | Difference |
|---|
Method version 6 October 2026. A screening estimate, not a design: see the limits below.
How this calculator works — and where it stops
What it calculates
A yearly budget for the scheduled preventive maintenance of MEP assets: the labour for the visits you plan, plus consumables, OEM service fees and an explicit spares allowance — with what the budget does not cover listed beside the total.
Inputs
- Asset rows: what the asset or system is, how many, planned preventive visits a year per asset, labour hours per asset per visit, and the labour rate in ₹ an hour.
- Consumables a year, ₹.
- OEM service fees a year, ₹ — manufacturer service contracts or visits bought separately.
- Spares allowance a year, ₹ — an explicit figure; 0 leaves spares out and the result says so.
- Whether statutory inspections and tests are already priced in the rows or fees — a tick-box that changes the scope statement, not the arithmetic.
Method
- Labour for each row = number of assets × visits a year × hours per visit × labour rate.
- Labour = the sum of the rows.
- Annual budget = labour + consumables + OEM service fees + spares allowance; monthly equivalent = annual ÷ 12.
- Scope and exclusions are listed with the total: breakdown repairs and the losses they cause, replacement capex, statutory inspections and tests (unless ticked as included), call-outs and any response-time commitment, running the plant, and taxes not in the rates.
- Sensitivity: the budget with the labour rate 10% lower and higher, one more visit a year on every row, 25% more hours per visit, and 25% more consumables and spares.
Assumptions
- Visit frequencies and hours come from the OEM manuals, the maintenance plan or the contractor's method statement — the tool has none of its own.
- There is no percentage-of-capital-cost rule: such a percentage hides the scope it is supposed to buy.
- All amounts are on one tax basis — all with GST or all without; the tool adds no tax.
- Travel, supervision and overheads are counted only if they are inside the labour rate.
Limitations
- Prices scheduled work only — nothing for breakdowns, emergency call-outs or the losses a breakdown causes.
- No response time, uptime or service level can be read from the result.
- Replacement of equipment at the end of its life is capital expenditure and is excluded.
- Which statutory inspections and tests apply — for example inspection of electrical installations under the CEA (Measures relating to Safety and Electric Supply) Regulations, 2023, or the fire-system maintenance the state fire authority expects — depends on the installation and the state. Confirm them with the authority and add them as rows or fees.
Worked example
Produced by running this calculator with the inputs below.
Inputs
- One asset row: 10 assets, 4 visits a year each, 2 hours per asset per visit, ₹500 an hour
- Consumables ₹10,000 a year
- OEM service fees ₹20,000 a year
- Spares allowance ₹0 (spares excluded)
Working
- Labour = 10 × 4 × 2 × ₹500 = ₹40,000 — 80 hours over 40 asset-visits.
- Annual budget = ₹40,000 + ₹10,000 + ₹20,000 + ₹0 = ₹70,000.
- Monthly equivalent = ₹70,000 ÷ 12 = ₹5,833.
Result. ₹70,000 a year for scheduled preventive maintenance, with spares and statutory inspections and tests outside it.
Sensitivity — what moves the answer
- The labour rate 10% either way moves this budget by ₹4,000 — ₹66,000 to ₹74,000.
- One more visit a year on every row adds ₹10,000, the same as 25% more hours per visit.
- 25% more consumables adds ₹2,500 (spares are ₹0 here, so they add nothing).
How engineers use the result
To compare maintenance offers on a like-for-like scope — the same visits, hours and exclusions — and to see which assets drive the labour before negotiating rates or frequencies.
When a professional design must replace it
Before an AMC is signed or a budget fixed: the visit frequencies should be checked against the OEM manuals and the equipment's duty, the statutory inspections and tests that apply confirmed with the authorities, and the scope and exclusions written into the contract.
Sources
- National Building Code of India 2016 (BIS) — Part 4, Fire and Life Safety — framework only; maintenance and testing of fire systems is enforced by the state fire authority — confirm locally
- CEA (Measures relating to Safety and Electric Supply) Regulations, 2023 — Central Electricity Authority; confirm the provisions and inspection procedure that apply with the state Electrical Inspectorate
Questions people ask before using it
What do I need before building a maintenance budget here?
An asset register for the systems you want maintained — counts by type (AHUs, chillers, DG sets, LT panels, fire pumps, sprinkler zones, CCTV cameras) — the preventive visits a year each needs from the OEM manual or your maintenance plan, the hours a technician spends per asset per visit, the labour rate you pay or are quoted, and the yearly consumables, OEM service fees and the spares allowance you want to hold.
Which site conditions could change the maintenance budget?
Running hours and duty (three-shift plants need more frequent service), dust, heat and corrosive atmospheres, the age and condition of the equipment, access (work at height, confined spaces, shutdown windows that force night or holiday work), travel time to a remote site, and whether statutory inspections and tests are bought separately or included.
What should I send an engineer for a project-specific review?
The asset schedule (equipment, make, model, capacity, location and age), the existing system details and maintenance history, and the performance you need — temperatures, pressures, uptime and the statutory obligations that apply. An engineer can then check the visit frequencies and hours against the equipment and price a scope that states what it excludes.
Optional: ask an engineer to look at it
The result above is yours with no form. If you want an engineer to check it against your drawings, schedules or bills, send a request. Nothing is sent until you press the button.
Request saved
It reached our team with exactly what the preview showed. An engineer will use the number you gave if they need your drawings or data.
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